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Documentation Index

Fetch the complete documentation index at: https://docs.servicebooked.ca/llms.txt

Use this file to discover all available pages before exploring further.

A workflow is a “when X happens, do Y” automation. They fire on triggers (new contact, appointment booked, deal completed, etc.) and run actions (send a message, create a task, update a tag).

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Built-in recipes

ServiceBooked ships with a handful of pre-built recipes. The common ones:

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Appointment reminder

24 hours before a booked appointment, the customer gets an SMS or email reminder. Reduces no-shows substantially.

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Booking confirmation

The moment a deal moves to Booked, the customer gets a confirmation message with the appointment details. Useful when bookings come from sources other than the AI (e.g., you manually book and want the customer to get a confirmation).

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Lead nurture sequence

A new contact created without an immediate booking gets a 3-message follow-up sequence over a week (“checking in,” “still happy to help,” “last touch — anything we can do?”). Stops the moment they reply.

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Post-completion review request

24 hours after a deal moves to Completed, fires a review request. Same logic as the Reputation feature; can be run as a generic workflow if you don’t want the full Reputation funnel.

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Cancellation outreach

When an appointment is cancelled, the customer gets a polite “no problem — let us know if you’d like to reschedule” message + you get notified.

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Configure a recipe

Settings → Workflows lists every recipe. Each has:
  • Toggle — on / off
  • Channels — SMS, email, or both
  • Message templates — editable per recipe
  • Timing — for time-based recipes (e.g., reminder timing)
Edit the message in the rich-text editor, save, the recipe runs with your version on the next trigger.

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Custom workflows

Building fully custom workflows (“when a contact tagged commercial books, create a task assigned to Mike to call within 2 hours”) isn’t currently a self-serve feature — you can request it from support, and we’ll wire it up for you. A no-code visual builder is on the roadmap.

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Workflow runs

Each time a workflow fires, we log it. Settings → Workflows → Recent runs shows the last 50 runs across all recipes. Useful for debugging “did the appointment reminder actually go out?” If you want a run to NOT fire for a specific trigger (e.g., suppress the reminder for a specific appointment), you can pause that workflow temporarily, or talk to support about per-record skip flags.

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Suppression rules

Workflows respect:
  • STOP / opt-out — anyone who STOPped doesn’t get workflow SMS
  • do-not-contact tag — universally excluded
  • Quiet hours — sends defer to morning if scheduled overnight

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Limits

  • Each workflow run can take seconds to a few minutes (queue + LLM-rendering for AI-flavored sequences). Not a real-time guarantee.
  • High-volume orgs may want to disable lead-nurture for forms with poor conversion (otherwise you’re spamming a lot of cold leads).

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Next

Recipes

Detailed walkthroughs of each pre-built recipe.